Financial Request Guidelines

Building Reuse Guidelines for Financial Requests

Grantees and their partners must engage in the activities necessary to develop the project building to accommodate the business needs. All work should be completed according to the eligible costs provided in the application and contractor’s cost estimates submitted. All activities must meet or exceed all applicable state and local building code requirements.

Eligible Expenditures:

Vacant Building Category: within the existing building footprint

Rural Health Care Category: within the existing building, additions and/or new construction

Eligible costs under all funding categories include, but are not limited to: materials and labor to install HVAC, electrical, plumbing, fire alarm/suppression systems, roofing, flooring, carpentry, drywall, paint, etc. This is not an exhaustive list; grantees should contact the Rural Economic Development Division for questions about whether a specific expense is eligible under the program.

The following costs are specifically prohibited under the program and may not be submitted for reimbursement or the matching funds requirement: building purchase, architectural costs, engineering costs, permit fees, surveys, legal fees, machinery & equipment, telephone hardware and software, computer hardware and software, furnishings, paving, fencing, kitchen equipment, refrigeration equipment, etc. This is not an exhaustive list; grantees should contact the Rural Economic Development Division for questions about whether a specific expense is eligible under the program.

Any company in which any project partner has an ownership or management interest in may act as a contractor for the renovation project only if the company holds a valid NC General Contractors license. The relationship must have been disclosed to the Rural Development Division and a copy of the company’s license must have been included in the application. Licensed contracting companies owned or operated by any project partner that are used in the renovation project will be required to submit original invoices from the provider for all labor, materials, services and subcontracted work plus proof that those invoices have been paid in full.

Reimbursement Requirements:

The NC Department of Commerce will reimburse 50% of eligible expenditures up to the total grant amount upon receipt of the following information:

1. A completed financial request form,
2. Proof that the 5% local government match has been met(first payment request),
3. Copies of eligible invoices that support the reimbursement request,
4. Evidence that the invoices have been paid-in-full. Evidence includes copies of checks that have cleared the bank with clearing information visible (shows front and back of check or printed from online system), proof of wire transfer or ACH payment, and/or credit card receipts. Invoices paid with cash and those not paid in full will not be reimbursed, and
5. Progress reports must be up to date. See “Exhibit C” of the grant agreement for a reporting schedule specific to your project. Reimbursements will not be made if progress reports are not submitted according to the reporting schedule.

All required forms can be found on the NC Dept. of Commerce’s website at

July 2013